Receptionist Administrative Assistant

Tsleil-Waututh Nation; North Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

A prominent organization in community services seeks an Administrative Assistant/Receptionist. This role focuses on providing exceptional customer service and managing various office responsibilities, ensuring a professional environment for community members. Ideal for candidates committed to fostering strong community ties and supporting administrative functions.

Qualifications

• Experience in a similar position preferred.
• Ability to maintain confidentiality.
• Demonstrated strong work ethic.

Responsibilities

• First point of contact, providing information and support.
• Maintain office environment and schedules.
• Assist admin and community development tasks.

Skills

Customer service

Multi-tasking

Interpersonal skills

Communication

Attention to detail

Education

Completion of Grade 12

Certificate in Office Administration

Tools

Microsoft Office Products

Job description

$23.83 To $30.83 Hourly, based on qualifications and experience.

JOB SUMMARY:

Under the direction of the Community Services Administrator, the Administrative Assistant/Receptionist is responsible for general office and administrative duties of the Community Development department. Customer service is a priority, and this position is the first point of contact for members accessing programs and services in the Community Development department. The Office Administrative Assistant/Receptionist is responsible for providing a warm and professional welcome to all visitors in person, via phone, email and social media contact. This includes providing accurate and timely information, and directing all inquiries to the appropriate staff. This position supports a variety of administrative, coordinating and communication capacities, including client intake, interdepartmental communications and facilitating service provision in response to client and staff needs.

DUTIES AND RESPONSIBILITIES:

• Being the first impression at TWN Community Development
  • General reception activities including greeting TWN members, guests and staff, preparing, receiving and distributing incoming and outgoing mail, and directing messages in a timely fashion
  • Receiving and responding to requests, including facilitating client intake, registration, and service delivery processes
  • Provide individualized quality of care to each client, recognizing the socio-economic barriers and challenges some students, clients, and community members face.
  • Interfaced with all clients, staff and internal and external partners with respect and professionalism.
  • Engage with all people in a positive and compassionate manner, with the ability to de-escalate and respond effectively to highly sensitive situations, following safety protocols and appropriate reporting procedures as necessary
• Ensuring the overall office environment is in order
  • Maintaining schedules and calendars for events and meetings
  • General office upkeep of meeting rooms, kitchens and common areas
  • Order and maintain office supplies, first aid, and kitchen supplies
  • Coordinates the maintenance of office equipment, liaises with vendors on behalf of the department, and evaluates and recommends goods and service providers based on the organization’s office needs, this can include: office supplies, first aid, food and kitchen supplies
  • Coordinate distribution and collection of office keys, alarm access codes, etc.
  • Arrange catering for teams and events as needed
  • Liaise with staff, supervisor, Director and other departments as necessary for office administration or other needs
• Partnering with teams across the organization to optimize processes
  • Assist the Community Services Administrator, Director and management team in coordination of and plan for office services such as accommodation, relocation,equipment, storage, supplies, forms, disposal of assets, parking, maintenance and security services
  • Under the direction of the Community Services Administrator, assist community services and Community Development staff with a wide array of general administrative, communication and program/event coordination tasks as required
  • Support clients in accessing community services and programs, communicating and working everyone in a welcoming, positive, customer services approach
  • Demonstrate an understanding of the organization and department’s programs and services, policies and procedures to ensure there is capacity to respond accurately and in culturally-appropriate and compassionate manner
  • Provide administrative and coordination assistance to the Community Services Administrator and other service delivery and Community Development staff as needed

QUALIFICATIONS:

• Completion of Grade 12 and certificate in Office Administration or related field an asset
• Experience working in a similar capacity, ideally within First Nation community and/or social service setting
• May consider a combination of relevant education and experience
• Demonstrate an approachable, cooperative and positive nature by being a team player and able to receive and implement direction
• Must maintain a high level of confidentiality
• Demonstrate a strong work ethic and communication skills
• Display a strong interest in growing and developing as a member of the TWN work family

SKILLS AND ABILITIES:

• Highly efficient multi-tasker who can juggle multiple priorities with the ability to work effectively under pressure in a fast-paced, growing environment
• Display excellent interpersonal skills, tact and diplomacy with ability to de-escalate conflict, manage difficult or emotional situations with a positive solution focus, listen to others without interrupting; keep emotions under control; remain open to ideas and trying new things
• Demonstrate capabilities to respond proactively to team and client needs and requests with strong awareness of policies, procedures and ability to guide and assist actively as needed on next steps
• Must have strong oral and written communication skills
• Strong attention to detail; ability to develop routine reports and correspondence and support all departments with general administrative tasks
• Demonstrate excellent computer proficiency in Microsoft Office Products (Word, Excel, PowerPoint, and Outlook) on Macs and PCs

KNOWLEDGE:

• Demonstrate knowledge of Tsleil-Waututh Nation community and culture an asset
• Working knowledge of office equipment (e.g. Printer, Copier and Scanner)

WORKING CONDITIONS:

Physical Demands

While performing the duties of this Job, the employee is regularly required to stand; walk; sit; extensive use of manual dexterity, provide verbal communication and active listening skills. Will work at computer for long hours.

Mental Focus

This role requires the ability to manage a number of requests and situations at one time. Stress may be caused by distressed visitors, tight deadlines, quick problem solving, and the variety of tasks and the volume of the workload at any given time.

Environmental Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually loud and busy.

If this role interests you, please click the link below to apply directly.

Or send your Resume and Cover Letter to [e-mail]

We appreciate everyone’s interest in the role, however, only shortlisted applicants will be contacted.

Hours of operation

Monday – Friday: 8:30 am – 4:30 pm
Offices are closed on holidays